PPM Express allows you to define resource cost values by period instead of using only one fixed value for all time.
This means you can set one value for one date range and another value for a later date range. The system will then automatically use the value that is effective for the selected period.
This is useful when costs or rates change over time, and you want Resource Plans to reflect those changes correctly.
An effective cost is a cost value that is valid for a specific period. PPM Express automatically applies the correct value based on the date.
The same logic applies not only to cost values, but also to rate values.
Effective periods can be used for the following cost-related values:
- Standard Cost
- Overtime Cost
- Cost per Use
They can also be used for rate-related values:
- Standard Rate
- Overtime Rate
- Charge per Use
In addition, a similar date-based setup is available for Max Units % and Non-Project Work %.
When no additional periods are created, the value behaves like a normal fixed value. In other words, it works the same way as before.
Once you create additional periods, the table becomes the source of truth, and the system starts using the value that is active for the current date.
This allows you to move from a simple setup to a more flexible one only when needed. However, if you prefer the old approach, you can still continue working with a single constant value and do not have to set up periods if they are not needed. In this case, the behavior remains simple and familiar.
How to configure effective costs
We will review the configuration process on the example of effective costs, but the same logic applies to effective rates, Max Units %, and Non-Project Work %.
To configure the effective costs, perform the following:
1. Open Resources -> Resource dashboard.
2. Navigate to the Details section of the Resource dashboard and find the cost field you want to configure, such as Standard Cost, Overtime Cost, or Cost Per Use.
If needed, add them to the Details section first using the Configure option.
3. Click the pencil icon next to the field.
4. The related configuration table opens. Add a new row for the new period.
5. Enter the Effective From date. The system automatically calculates the Effective Until date based on the next row. By default, each new period is added as one day.
If needed, the period duration can be changed. The system automatically adjusts the previous row so the periods stay continuous. For example, if the new row starts on April 1, the previous row automatically becomes effective untill March 31. The first and the last value are always set to N/A.
6. Enter the value for that period.
Important rules:
- All dates must be covered. The system does not allow gaps between periods. There must always be a valid value for any date.
- Periods cannot overlap. Each date can belong to only one effective period.
- Rows stay in date order. If you move a period to a different date, the table automatically reorders the rows and adjusts neighboring periods. The table keeps periods in chronological order.
- The current period is highlighted. The system marks the currently active row, so you can easily see which value is being used.
The currently effective row is highlighted, so you can quickly see which value is active now.
7. Save the changes.
As soon as you create additional periods, the related fields on the resource become read-only outside the table. This is done to avoid conflicting updates. From that point on, changes must be made in the table.
You can see the current active value on the resource, and you will also see until which date that value remains effective. If there is no such date, it means the period ends with an N/A value in the table.
Once the effective values are configured, the Resource Plans use the current effective value from the respective table.
This means calculations such as Estimated Cost and other related values are based on the cost or rate that is valid for the selected period.
If the value changes in the table over time, Resource Plan calculations will change automatically for those periods as well.
It is possible to create multiple Cost Rate tables using the Manage Cost Rate Tables option. For more details, please refer to this article: Creating and managing cost rate tables.
How effective Rates, Max Units % and Non-Project Work % are used
The same logic applies to Rates, Max Units %, and Non-Project Work %.
These values can now also vary by period. This allows you to reflect changes in resource capacity over time.
For example:
- a resource may be available at 100% most of the year
- but only 50% during one month
- or Non-Project Work % may increase temporarily
PPM Express will use the value that is effective for the selected period.
The configuration flow is the same as described above.
